This page has been edited 3 times. The last modification was made by - doctoralan on Nov 18, 2017 5:28 am
Education Fund Reimbursement Directions
Just a quick note regarding your Education Fund and how to get reimbursed. Health Services Finance is very picky about documentation. Everything must be in order or your request will be returned (and not in a timely manner) unprocessed.
You will get three allotments during your training. 1. $1150.00 on July 1 of R1 year 2. $1150.00 on January 1 of R1 year 3. $1150.00 on January 1 of R2 year (this will need to last through graduation) *Note that the amount of the allotment may change depending on MOU (Memorandum of Understanding) modifications. You can roll-over unused funds. However, you CAN NOT have more than a total of 2 allotments - in this case $2300.00 - in your account. Any amount over will be forfeit.
What Can Be Reimbursed? 1. Computer or laptop (once per calendar year) 2. Step 3 licensing exam 3. Keyboard, mouse, scanner, printer 4. Software (general and medical) 5. PDAs (iPhones & other Smartphones require additional documentation - see attachment) 6. Journal subscriptions 7. Conference registration fees (lodging and travel are NOT reimbursed, all conferences must be WITHIN the US; International Conferences are not reimbursed) 8. Professional training fees; including course materials (must be WITHIN US; Intl courses not reimbursed) 9. Medical Textbooks
What Is Not Reimbursable? 1. PDA/Smartphone accessories (with the exception of memory cards) 2. Scrubs 3. Stethoscopes 4. International Conference or Training Courses 5. Travel & Lodging associated with conferences/training courses
How To Get Reimbursed 1. All expenses must be submitted on the Official Employee Travel - Expense Demand Form. Only one month per form (e.g., only items purchased in July can go one form. Items purchased in August must go on a separate form). You may include travel to/from clinics on the form along with expenses as long as it is the same month.
2. All expenses must have proof of payment. A copy of the receipt showing a zero balance. Or a copy of online receipt/invoice that clearly shows method of payment. Your bank/credit card statement can also be used as proof of payment. However, please blackout any notations of your account number. You can also blackout any unrelated items on your statement.
3. All conferences/training courses must have all of the above documentation as well as a completed Training Request Form. You will also need to submit proof of completion (a certificate or letter stating that you completed the conference and/or training course).
4. All computer/tech items must have a Professional Development Reimbursement Request Form
It is important to submit expenses at the end of each month. Finance will not accept an expense demand prior to the end of the claim month. Finance will also disallow any expense that is 12 months or older. All expenses are paid in the form of a paper check (they will not be direct deposited). The checks will be placed in your mailbox either on the 10th of the month or the 25th of the month.
It seems complicated, but it's fairly straight forward once you start using the system. Just remember all of your documentation and things should go smoothly.
This page has been edited 3 times. The last modification was made by -
Education Fund Reimbursement Directions
Just a quick note regarding your Education Fund and how to get reimbursed. Health Services Finance is very picky about documentation. Everything must be in order or your request will be returned (and not in a timely manner) unprocessed.
You will get three allotments during your training.
1. $1150.00 on July 1 of R1 year
2. $1150.00 on January 1 of R1 year
3. $1150.00 on January 1 of R2 year (this will need to last through graduation)
*Note that the amount of the allotment may change depending on MOU (Memorandum of Understanding) modifications. You can roll-over unused funds. However, you CAN NOT have more than a total of 2 allotments - in this case $2300.00 - in your account. Any amount over will be forfeit.
What Can Be Reimbursed?
1. Computer or laptop (once per calendar year)
2. Step 3 licensing exam
3. Keyboard, mouse, scanner, printer
4. Software (general and medical)
5. PDAs (iPhones & other Smartphones require additional documentation - see attachment)
6. Journal subscriptions
7. Conference registration fees (lodging and travel are NOT reimbursed, all conferences must be WITHIN the US; International Conferences are not reimbursed)
8. Professional training fees; including course materials (must be WITHIN US; Intl courses not reimbursed)
9. Medical Textbooks
What Is Not Reimbursable?
1. PDA/Smartphone accessories (with the exception of memory cards)
2. Scrubs
3. Stethoscopes
4. International Conference or Training Courses
5. Travel & Lodging associated with conferences/training courses
How To Get Reimbursed
1. All expenses must be submitted on the Official Employee Travel - Expense Demand Form. Only one month per form (e.g., only items purchased in July can go one form. Items purchased in August must go on a separate form). You may include travel to/from clinics on the form along with expenses as long as it is the same month.
2. All expenses must have proof of payment. A copy of the receipt showing a zero balance. Or a copy of online receipt/invoice that clearly shows method of payment. Your bank/credit card statement can also be used as proof of payment. However, please blackout any notations of your account number. You can also blackout any unrelated items on your statement.
3. All conferences/training courses must have all of the above documentation as well as a completed Training Request Form. You will also need to submit proof of completion (a certificate or letter stating that you completed the conference and/or training course).
4. All computer/tech items must have a Professional Development Reimbursement Request Form
It is important to submit expenses at the end of each month. Finance will not accept an expense demand prior to the end of the claim month. Finance will also disallow any expense that is 12 months or older. All expenses are paid in the form of a paper check (they will not be direct deposited). The checks will be placed in your mailbox either on the 10th of the month or the 25th of the month.
It seems complicated, but it's fairly straight forward once you start using the system. Just remember all of your documentation and things should go smoothly.